What goes on a hvac estimate
HVAC replacement bids are compared on equipment first: brand, tonnage, efficiency. Listing the outdoor unit, indoor unit, coil and thermostat as their own lines, with model numbers in the detail field, makes your bid easy to compare and harder to undercut on a vague “3-ton system”.
Below the equipment are the install lines that separate a careful job from a quick one: line set, pad and disconnect, duct changes, refrigerant, start-up and commissioning, and removal of the old unit.
The lines in this template
| Line | Unit | Taxable by default |
|---|---|---|
| Outdoor unit (AC / heat pump)Make, model, tonnage, SEER2 | each | Yes |
| Indoor unit (furnace / air handler)Make, model, AFUE or kW | each | Yes |
| Evaporator coil | each | Yes |
| Thermostat | each | Yes |
| Line set, pad and disconnect | lot | Yes |
| Ductwork modifications | lf | Yes |
| Installation labour | hr | No |
| Refrigerant | lb | Yes |
| Removal and disposal of old equipment | each | No |
| Permit, start-up and commissioning | each | No |
10 lines, prices left blank for yours. “Taxable” is only the starting tick, so match it to your state’s rules.
Tips from the trade
- Write model numbers on the estimate: rebates and tax credits are claimed by model.
- Offer good / better / best as three estimates rather than one long one; duplicate it from My documents.
- Note that sizing is confirmed by a load calculation if you haven’t done one yet.
Questions people ask
Should I give customers more than one HVAC option?
Many contractors do: a standard, a mid-efficiency and a high-efficiency option. Make the first estimate, then use Duplicate in My documents to make the others and change only the equipment lines.
Where do rebates go on the estimate?
Add a line such as “Utility rebate (customer claims)” with a note, or mention it in the notes. Don’t subtract a rebate you don’t control from your total.
Should the estimate say how the system was sized?
It helps. Write whether the size comes from a load calculation or from the old unit, and model numbers for the outdoor unit, indoor unit and coil. The template’s notes say sizing is confirmed by a load calculation; edit that line to match what you did.
Do I list refrigerant separately?
Many contractors do, by the pound, because the amount depends on the line-set length. The template has a refrigerant line with a unit of lb so the customer sees it as its own cost.
Can I turn the estimate into an invoice when the job is done?
Yes. Click “Turn into invoice”. The client, scope and prices carry over, the estimate number is noted on the invoice, and any deposit you asked for is shown as received so the invoice shows the balance due.